The Job Details section in an employee profile contains the active and inactive jobs that have been assigned to the employee throughout the duration of their employment, with any relevant information about those jobs.
- An Active Job is a job that the employee is currently engaged in. Jobs are considered active if the current date falls within the Start and Finish Dates set on the job. Employees can have more than one Active Job set up at a time.
- An Inactive Job is a job where the current date falls outside the Start and Finish Date range. This is either because the finish date has passed, or because the job is yet to commence.
You can view more information on a job by clicking the Active Job or Inactive Job expander in the left navigation menu.
The Workplace Details tab allows you to record information about the workplace related to the job. In this menu, you can enter the Client Details and Workplace Address.
To set Client Details, you will need to select a Customer, Workplace, and Occupation from the dropdown lists.
Set a Customer for a Job
You can assign a Customer to a job by selecting it from the Customer dropdown list. The list is populated by any active Customers that have been created in your portal.
Set a Workplace for a Job
Workplaces can be assigned to a job by selecting the relevant workplace from the dropdown list.
If a Customer is assigned to the job, the list of selectable workplaces will only include workplaces created under that Customer profile.
Please note that the Workplace assigned to a job will drive some of the reporting against the job (eg Payroll Tax and Workplace Insurance). You can refer back to the workplace to determine which Region and State will be applied.
Set an Occupation for a Job
The Occupations that appear in the dropdown list will depend on what has been configured in the Occupation Library.
If no Occupations have been configured or an Occupation does not need to apply, this field can be set as '- NONE -'.
Set a Workplace Address
The Workplace Address fields are free text entry, with dropdown selections to be made to nominate the Region.
The Job Details tab contains the information for how the job is configured for the employee. This tab is split into Job Settings, Timesheet Settings, and Timesheet Rate History.
The Date Range allows you to update the Start Date associated with a job and enter a Finish Date. For jobs with no preset Finish Date, you can leave this field blank.
Jobs are considered active if the current date falls between the Start and Finish Date, or if the current date falls on or after the Start Date and no Finish Date has been entered.
The 'Use Job For' checkboxes determine which features will be used within a job:
- Timesheets - ticking this checkbox will enable the 'Timesheet Settings' section to display
- Fixed Pay Items - ticking this checkbox will enable the 'Fixed Pay Items' section to display
- Expenses - allows employees to submit expense requests for the job
- Leave - enables leave to be requested and taken on the job
If Holiday Groups are used, the Holiday Group for a specific job can be set here.
The Timesheet Settings are the configuration that will be applied when a timesheet is generated for the job.
General Timesheet Settings
The duration of a timesheet period.
This can be set as Week, Fortnight, or Month, but will depend on the Config > System Setup > Timesheet Settings > Available Variable Timesheets that have been enabled.
The day of the week that a timesheet period will start.
The options that appear will depend on the Timesheet Length chosen, and how this has been set up in Config > System Setup > Timesheet Settings. You will only be able to choose a Timesheet Start day that has been enabled in Config for the Timesheet Length you choose.
|Bulk Upload List||If Bulk Upload Lists are being used in your portal, the list that has been assigned to the user will display in the right corner of the Timesheet Settings section.|
|Variable Timesheet Settings|
|Timesheet Type||This can be set as Hourly, Daily, or Piecework depending on what has been configured in your portal.|
|Timesheet Start Date||The date of the first pay period for which a timesheet should generate. If this is left as 'Default', the system will use the Start Date for the job.|
|Split Shifts||Ticking this checkbox will allow users to add multiple time blocks to their timesheet for the same day.|
|Use Timesheet For||
This determines how the timesheet data will be used in the system.
The Payroll and Invoicing options mean that the timesheet data will be used to process an employee's pay and that invoiceable items will generate once the pay is paid.
Ticking the Expenses checkbox will allow users completing the timesheet to enter expense data directly on the timesheet.
|Rule Group||If Rule Groups are being used, you can set which group should be applied to the job.|
|Rate Card||If Rate Cards are being used, you can set which rates should be applied to the job.|
|Edit Rates||A summary of the current Pay Rate, Oncost percentage, and Charge Rate will appear in the Timesheet Settings. Clicking Edit Rates will allow you to modify the current settings in the Timesheet Rate History section.|
|Fixed Timesheet Settings|
If the Fixed Timesheet checkbox is ticked, you will need to select the Master Timesheet to apply to the job.
The employee's timesheet will generate automatically each pay period, using the settings from the selected Master Timesheet as the basis for their total units worked.
Fixed Pay Items
When the Fixed Pay Items checkbox has been ticked in Job Settings, you will be able to nominate which fixed pay items to apply to the employee's pay each period, such as allowances.
You'll see a summary of the employee's pay frequency and their next estimated due date.
To add a fixed pay item, click +Add Pay Item, then select the Pay Item from the dropdown list and enter the required details. You will need to enter a Start Date to indicate when the fixed pay item should first be paid to the employee. The Finish Date is optional, however if it is entered, the system will automatically stop including the pay item in an employee's pay once the Finish Date has passed.
Timesheet Rate History
The Timesheet Rate History table is a summary of all previous base pay, oncost and charge rates associated with the job.
You'll be able to view the Start and Finish Date for each historical rate in the table, as well as the creation date for each new rate.
To edit an employee's rate, you will need to click Edit Rate from the Timesheet Settings section. This will add a new row to the Timesheet Rate History with open fields for you to edit the Pay Rate, Oncosts, Charge Rate, Start Date, and Finish Date as needed. Each of the rate fields will prefill with the current rate settings and the current date as the Start Date.
Once you have edited the data, click Add Rates to save the settings.
Please note that, if there is more than one 'active' rate (ie with no Finish Date set), the system will look at the Start Date. The system will consider whichever rate has the most recent Start Date as the current rate.
The Management screen contains the settings for how the employee is managed within the system. The fields that appear will depend on how your portal has been configured, but will generally be split into three sections:
- Internal Management
A Primary and Secondary Approver are set from the dropdown fields in the Approvers section. These are the users who will receive system reminder notifications when a timesheet has been submitted or needs review.
The dropdown lists will populate with any active Approvers set up in your portal.
You won't be able to Save & Activate a new employee profile without nominating a Primary Approver. The Secondary Approver field can remain set as '- None -'.
If Approver Groups are enabled in your portal, you will also be able to allocate a group to an employee from this section.
The Internal Management section allows you to assign the Primary Recruiter associated with the employee. Active and valid Staff/Admin users will populate the dropdown list.
If your portal has been configured with sub-entities, you'll also see dropdown fields to assign a Division Manager, Branch, and Division to the employee. These fields may appear with different names, depending on how your portal has been configured.
The Reporting section is where you can set or edit the Full Time Week assigned to the employee. The options in the Full Time Week dropdown list will correspond with defaults set at other levels in the system (eg Workplace, Customer), and the Master Timesheets that have been configured in your portal.
The compliance documentation associated with an employee is set in the Compliance tab. You'll be able to assign the employee to a particular Compliance Profile as well as upload individual documents specific to that employee.
To allocate a Compliance Profile, tick the relevant checkbox and click Save.
To upload a custom document, click Choose File, then select the file from your drive and click Upload. Please note that there is a size limit of 500MB for custom files, and they must be in .pdf, .mp4, .gif, or .jpg format.
If the Projects module has been enabled in your portal, the Project Management tab will appear in an employee's Job Details section.
You can tick the checkbox to include projects that should be assigned to the job.
The Payroll Admin tab allows you to manage the individual payroll settings for an employee. Depending on what functionality is enabled in your portal, you may see:
Invoicing Settings, including
Billing Group and Entity
Tax Applicable on Invoices
Consolidation Code and Customer PO Number, if applicable
Invoice Item types for Expenses and Timesheets
- General Ledger Settings.
- The General Ledger Group you select will determine the GL account codes to be used when a pay is processed for the employee. If the GL code that was configured in the GL group is being used, you will see a grey 'Default' in the field. You can override the GL codes being used by entering the preferred GL code where required.
- Please note that the system follows a hierarchy when determining which GL group to use. If a GL Group is assigned on the employee's job, this will overwrite any other GL group settings elsewhere in the system.
- Select between specifically configured insurance rates or apply a default that has been set elsewhere in the system
Payroll Tax settings for the job